Receiving Module

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8.1.1 New (Enter A New Receiver)

 

Allows users to enter a new receiver into the Receiving Database File. pc/MRP will display the next available Receiver Number and ask if you wish to scroll the PO file. If users answer Yes, they will be allowed to scroll the PO file by either PO Number, Account Number, or Part Number. If users answer No, pc/MRP will display the most recent PO Number and Item Number. You can write over these numbers and write in the desired Receiver and PO Numbers. The Receiver Number should consist of only numeric characters with leading zeros. pc/MRP is unable to increment alpha characters.

 


8.1.2 Receiver Data Entry Screen Vendor Tab

 



 

 

Part Number, Description, Manufacturer, Model Number, Vendor, Address, Order Quantity, Unit, Cost, Terms, Account Number, Trade Discount, Tax Rate, Div, and Freight are entered automatically from the PO and can be written over if no longer correct.

 

If configuration settings and utilities option 16 is set to enable dynamic stock locations, pc/MRP will allow you to assign a new stock Location for a part number if there are none in stock.

 

Part number data from inventory can be viewed in the receiver by pressing F1.

 

Quantity Received should be edited by the computer operator if necessary.

 

The Comments field can be used to store additional information such as weight, number of packages, etc.

 

The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract number, serial number, sales order number, etc.

 

Vendor Invoice Number, and Freight are usually entered by accounting when the vendor sends the invoice (accounting will inspect and edit the receiver).

 

8.1.3 Receiver Data Entry Screen Shipping Tab

 



 

 

The RECEIVED BY field is automatically populated by the user name and time.

 

If the freight charge is invoiced separately, enter the freight invoice number in the Freight Bill Number field.

 

Date Received is automatically entered and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used to determine which of the receiving records to delete with the "Delete all receiving records over x years old." 

 

The entire amount for the Freight, if known, can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.

 

When you click the Track Button, pc/MRP will track the package.   pc/MRP will first look to the Ship Via Edit Box to see which shipping vendor (UPS, FedEx, DHL, Postal Service, TNT) to track.   If the Ship Via Edit Box is blank or you used multiple vendors pc/MRP will see if the tracking number is proceeded by UPS:, FEDEX:, DHL:, or TNT: to see which shipping vendor to track.   If all of the above is blank, pc/MRP will prompt you to select a shipping vendor.


8.1.4        Receiver Data Entry Screen Information Tab

 



 

 

 

 

Freight Bill Number, Collect, and Delivered To, will give your Receiving Logs valuable information.

 

If a file named RECSCOST.FLG exists, pc/MRP will insert the Standard Cost from the partmaster into the receiver’s Standard Cost field when you enter a receiver. If the flag does not exist, pc/MRP will insert $0.00 into the receiver Standard Cost field.

 

pc/MRP will  debit Debit/Charge Number when accounting performs an I type accounting transaction (register an accounts payable invoice) for this receiver.

 

The Pay Date is calculated from the number following the word “NET” in the Terms Field.

 

Once the new receiving record has been entered, pc/MRP will update the quantity received, date received, on time delivery, and complete field in the purchasing record. It will automatically increase the quantity on hand and decrease the quantity on order in inventory, provided pc/MRP has been configured to do so with Configuration, Settings and Utilities Option 4. If a receiver is over received pc/MRP will decrement the quantity on order in inventory but it will not take the onorder quantity negative.

 

If the new cost >= 0 and quantity received > 0 and the old cost >= 0 and the quantity on hand >= 0, the average cost of the part will be recalculated based on the formula below:

(original avecost x quantity onhand) + (new cost x quantity received)

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quantity on hand + quantity received

 

If the old cost = 0 then the average cost will = the new cost including any discount.

 

If the new cost = 0 then the average cost will be calculated just as the example describes.

 

Option 50 in pc/MRP's configuration menu allows you to include alternate area quantities and WIP quantities in the above formula.

 

If you have activated the serial/lot number module, pc/MRP will ask if you wish to "Enter serial/lot numbers ". If you answer Y, you will be prompted to enter the quantity and serial/lot number of the part number you are receiving. This will append a new serial/lot number record to snlotdet.dbf detail file. It will also update the quantity or append a new record in the snlot.dbf master file. If you are receiving multiple serial numbers for the same part number, answer Y when prompted to "Enter another serial/lot number for this part number"

 

Option 44 in Configuration Settings and Utilities allows you to either set pc/MRP to prompt which area is to receive the parts or set a specific area as the default area.

 

If the item you are receiving is an assembly and you are not using Inventory Adjustment Method S, pc/MRP will ask if you wish to Increase the onhand quantity of the assemblies or Convert parts to assemblies (increase assemblies & decrease onhand quantity of the parts). You will also have the options to run a cost roll-up and or sales price markup.

 

If the items you are receiving are assemblies and the configuration option 47 allows you to do cost roll-ups, pc/MRP will ask if you wish to do a cost roll-up and or a sales price mark-up. Be aware that if you turn off option 47 in the Configuration/Settings and Utilities this will also turn off the Inventory cost-roll-up option.

 

If the PO item has already been received, pc/MRP will generate a warning allowing the user to continue or cancel.

 

Once the initial line item has been received, pc/MRP will prompt you to “Receive an additional line item”, “Receive the all of the remaining line items on the original PO”, or Press the “Finished” Button if you are finished.

 

After all the line items have been entered for a receiver pc/MRP will automatically debit and credit the general ledger if it is configured to do so (auto accounting on).


8.2.1 Edit/View (Scroll/Delete/Undelete Receiver Line Items)

 

This option allows users to scroll, edit, delete, undelete, or run queries against Receiver records.

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search select the:

·         Indexed Search tab

·         Desired Sort Order, Open, Closed, Open and Closed

·         Desired Include information

·         Enter the applicable data in the Begin Scrolling At: field

·         Select the desired Action, View or Edit

·         Press Search

 

pc/MRP will automatically scroll to the desired record or the nearest match.  Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

 

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Receiver table.  For further details, see chapter 15.14.

 

Every field within the receiver table is editable.  There are however, several key concepts users must understand before editing.

  

If users edit the quantity received in a receiver users must:

·         Edit the quantity received in the PO record

·         Edit the complete field in the PO record to be Y or N if the status of the purchase order has changed

·         Edit the inventory area quantity representative of the quantity change

 

The process to completely reverse a receiver is:

·         Edit the quantity received in the receiver line to 0 and mark Complete = ‘Y’

·         Edit the quantity received in the purchase order line to 0 and mark Complete = [blank]

·         Manually adjust the inventory down for the original quantity received in the receiver.

 

The reason pc/MRP does not edit other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, simply edit the address in the first line item.

 

To add an additional item to an existing receiver, do not use the edit module. Instead, use the "Enter new receiver" option.  After entering the new receiver and saving the receiver, edit the receiver number to match the previously entered receiver and edit the line item number to match the next line item in sequence.

 

The Complete, Amount Paid, and Check Number Fields are displayed only in the edit mode and are filled in automatically when Accounting records a payment towards this debt. The Amount Paid Field contains the accumulative amount paid. pc/MRP uses the Complete Field to determine if a record is open or closed. A Y in the Complete Field marks the record as closed. A N in the Complete Field marks the record as open. These fields should not be manually edited unless the user specifically wants to change the receiver status, amount paid, or check number.  Edits made here to not automatically edit the General Ledger.  If users are using pc/MRP Accounting, they must also manually edit the General Ledger.

 

The POSTED field is displayed only in the edit mode and is filled in automatically with a Y when accounting enters the initial general ledger I (accounts payable) transaction.

Use the delete button to mark a record for deletion.  Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

 

8.3.1 Print/Email Receiver

 

 



 

This option will print, display, send to e-mail, or send the receiver to an HTML document to attach the receiver to an e-mail. Using programs like WINFAX users can also directly fax from pc/MRP. The Receiver is (rec.frx) Furthermore, if the flag file DMMAILLB.FLG exists an address label for the vendor on that receiver will automatically be created from the CUSTARD*.LBX or the CUSARD*.LBX.

 

If you send an e-mail directly from pc/MRP, we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach it to an e-mail created in your existing e-mail program.

 

We recommend using plain paper.  However, you can  order 3-part NCR carbonless paper by calling JC Paper in Mt. View at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package.


8.4.1 Reports (Printout/Display Receiver Reports)

 


 

Selection 4 allows you to print out or display standard receiver reports (reclog.frx) and custom receiver reports (csustrec.frx).   See section 15.4.1 for instructions on creating custom receiver reports.

 

The reports can be displayed, printed, faxed (with a program such as WinFax), or sent to a file (ASCII, XLS, DBF).   If the report is sent to a file the rows will be filtered but all of the fields will be included.

 


8.5.1 Labels

 

This option will function the same as printing a label for a receiver in the inventory module, see section 5.1.7.

 

8.6.1 Index

 

Re-indexes the receiving index files. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find a specific receiver, re-indexing the index file is usually the cure.

 

8.7.1 Remove Marked Records

 

Removes all receiving records marked for deletion from the disk. The records will no longer be recoverable.

 

8.8.1 Remove Over X Years

Deletes and removes from the disk all Receivers over a specified number of years old. Prior to running this command, it is advisable to save the Receiver Database File to disk and label it "Receiver DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.